1

UK PM ReportCosts & Schedule

Alan Grant, STFC

Overspend 2011/12

2

Month Monthly

Spend (£'s k)

Running Total

Spend (£'s k)

Allocation still to commit (£'s k)

Mar-12 £692 £2,918 -£374 Feb-12 £131 £2,226 £318 Jan-12 £283 £2,095 £449 Dec-11 £117 £1,812 £732 Migrated some ops & analysis money to STAK00051

Nov-11 £218 £1,695 £849 SLA Outturn figures submitted based on Nov finance sheet Oct-11 £144 £1,477 £1,067

Sep-11 £231 £1,333 £1,211 Aug-11 £1,102

Allocation £2,544

Overspend of £374k for the FY 2011-12.

Everything looked on track up to end Feb £318k still to commit in March.

Average monthly spend from Sept to Feb was £187k.

So planned for large stage payment of Focus Coil £165k in March.

March there was financial-year-end budget-activity and payments made which where not anticipated.

Overspend 2011/12

3

Unexpected Payments Made in March - Not Anticipated

Supplier Task Number Description Period Spend

STAK00014

S & T Systems 02.02.01.01.02 MICE Hall contractors from Nov 11 £15,772 Merit Merrel 02.02.01.01.02 MICE Hall contractors May 11 to Aug 11 £10,951 J.W & E Morris 01.03.02 HV Sub Station Jan 11 & May 11 £89,562 Kier Facilities Services Various General Services Contractor July 10 onwards £31,240 Staff bookings Various Late bookings pick up in March Nov 11 to end Feb 12 £35,989

STAK00051 Staff bookings 01.01.02.01 Late bookings pick up in March Feb 11 £1,845 Travel claims 01.02.02 Late claims pick up in March July 11 to end Feb 12 £8,300

Total £193,659

These late payments accumulated in March, added to the stage payment for the Focus Coil module of £165k equals a total £358k, which largely explains overspend of £374k.

Summarising

• Broken spreadsheet from December (introduction of new project numbers PPD) led us to believe MICE had more money to commit in March so we pushed for AFC payment

• Unexpected late payments with end of yr balancing activities for Contracted Services• Late in House booking and claim submissions

MICE Allocation 1

4

MICE ALLOCATION 2012/13

STAK00014 CONSTRUCTION - CAPITAL PROJECT - NO O'HEADS CHARGED

INC.O'HEADEXCL.O'HEAD

PPD CORE 180 108

SLA PAY 725 419

SLA REC 1325 1325

2230 1852 = BUDGET

OPS & ANALYSIS

INC.O'HEADEXCL.O'HEAD

STCA00907 PPD CORE 50 30 NO O'HEADS

STAK00051 SLA PAY 80 46 OVERHEAD OF 34K - NO VIARING BETWEEN PAY AND RECURRENT FOR OVERHEAD ELEMENT

STAK00051 SLA REC 274 274

404 350

384 = BUDGET

2236 = TOTAL BUDGET

Caroline Gore: 01 June 2012

• Allocation breakdown for 2012/13.• Construction – Capital Project – NO O’HEADS CHARGED• Ops & Analysis - INCLUDES O’HEADS• University Staff Allocation ( not shown here) - £692K• STFC agreed allocation this yr including Universities £2.928M

ApprovedProjected to

end FYVariance

2012/2013 (excl. cont.)

Common Fund

TIARAEUCARD

TNA(6)

Universities Brunel RG 49.00 49.00Project 49.00 49.00

Glasgow RG 30.00 30.00Project 30.00 30.00

IC RG 126.00 126.00Project 126.00 126.00

Oxford RG 49.00 49.00Project 49.00 49.00

Sheffield RG 36.00 36.00Project 36.00 36.00

Strathclyde RG 25.00 25.00Project 25.00 25.00

Warwick RG 31.00 31.00Project 31.00 31.00

Rolling Grant Total 346.00 346.00Project Staff Total 346.00 346.00STFC laboratories staff 637

Spend to date 1,196.31 -559.31Requirement to end financial yearStaff Total 1,329.00 1,888.31 -559.31

1,442.25Capital and recurrent spend 740.70 701.55Capital and recurrent requirement to end fyTravel spend 93.75 93.75Travel requirement to end fyCommon Fund 63.00 63.00Non-staff Total 1,599.00 897.45 701.55

Total (excluding WA) 2,928.00 76.83 45.00 45.34 2,785.75 309.41Working allowanceTotal (including WA) 2,928.00 76.83 45.00 45.34 2,785.75 309.41

Contingency (Held by STFC)Total Award 2,928.00 76.83 45.00 45.34 2,785.75 309.41

MICE Phase IIa Construction and operations and analysis summary

tableJ une

Estimate: 2012/13Based on spend to end J une 2012

(£k)

Staff (including Academics, estates and indirects)

Non-staff

Income

MICE Allocation 2

5

• Finance sheet updated end of June.

• Common Fund income included assumed same allocation as last yr.

• EUCard income included, assumed same allocation as last yr.

• STFC agreed allocation this yr excluding Universities £2.236M.

• Most of the allocation will be resource loaded to deliver StepIV.

• No working allowance included at this point.

• Variance £309k, will be required for items not yet costed ~ additional shielding, vacuum components, maintenance costs & issues arising during installation.

Forecast Cost for FY 2012/13

6

Forecast costs to deliver step IV only. Labour intensive this year. Assumed similar income lines from previous yr for Common Fund & EU Card. Plan to monitor each month. Final stage payment for AFC #1 not included in these figures.

Fixed Cost Labour Cost Total NotesProject Management and Project Office £100,738 £402,180 £502,918 MERRIT staff included - Fixed costMechanical Integration £51,566 £180,757 £232,323Electrical Integration £37,105 £153,321 £190,426Hydrogen Delivery System £27,625 £107,933 £135,558Focus Coil £357,812 £61,706 £419,518MICE Muon Beam £15,000 £0 £15,000RF System £36,138 £108,221 £144,359Travel £0 £0 £0 Included in the Ops and Analysis figuresOperations and Analysis £245,562 £237,396 £482,958 Uses Income Comon Fund &EU Income

Totals for FY 12/13 £871,546 £1,251,514 £2,123,060INCOME

TIARA £45,000Common Fund Income - STAK00030 £76,830EU Card Income - STAK00029 £45,338

Bring Forward Spend for FY12/13 £0Working Margin £280,108

Allocation for FY 12/13 £2,236,000Total Allocation includes income for FY 12/13 £2,403,168This table shows the full cost for the financial year using figures from each work package schedule

12.53%Percentage Margin

Finances

Identified following additional costs to deliver step IV• Vacuum system - £150k (common fund ???)• Additional shielding due to Magnetic Field - £80k

Outstanding Payments• Focus coil module 1 final payment - £150k

Upgrade requirements• Decay Solenoid Power supply - £50k

7

Issues for Step IVMagnet Field

Further analysis shows that problem is more severe than first thought.

Need to find alternative position for sensitive electrical components, racks & compressors etc.

Options being considered1. Temporary solution - move equipment behind North Wall were RF

amplifiers will be installed.2. Distribute racks & compressors around west wall.3. Install equipment in ISIS plant room – could be final solution for

step VI also.

Solution’s 1 & 2 will be most expensive- labour - shielding

8

Issues for Step IV

Spectrometer Solenoids HTS problemsHot of the press. HTS leads failure. Delivery date for Spectrometer Solenoids will be delayed.

Need to update schedule once HTS problems resolved and shipping dates known.

9

Staffing

10

STFC:- Mike Courthold now only contracted to work 3days each

week.

- Roy Preece returned from LTA in US. He will continue as magnet co-ordinator with Mike Courthold and assume role as installation manager in MICE Hall & R9.

CONCERNS:-- Need to recruit Hydrogen System operator & provide safety

training. - TD re-structuring at DL in the electrical group is a grave

concern. Installing step IV and all necessary sub systems is a big task with reduced staffing levels.

- RF work beginning to ramp up, need full commitment of ASTEC & RF systems engineers. Plan is to recruit a graduate engineer who eventually will be based at MICE.

Step IV

11

Spectrometer Solenoid & Tracker

Focus Coil

EMR

Step IV Installation

12

• Step IV base plate installation complete. • AFC rail installation complete.• SS rail system installation complete.• Tracker single station tests complete.• Hydrogen system tests ongoing.• EMR delivery delayed until beginning of November.• EMR commissioning after step IV installation.

Step IV Critical Path

13

• AFC is now the critical path item. • AFC delivery now expected 6th Aug into R9 for pre installation work

and commissioning.• Downstream Spectrometer Solenoid cannot be installed until the AFC

has been field mapped in Step IV position.

Hydrogen System

14

• Helium tests successful & now complete.• Hydrogen tests due to begin 23rd July, aim to complete 24th Aug.• Skilled shift teams have been organised to complete tests. • Currently working through Procedural Safety Requirements before tests can begin• Aim is to complete before we accept the Focus Coil & Solenoid into the MICE Hall.

Focus Coils

15

• Focus coil delivery slipped to end July. Delays due to supplier mechanical issues.• Control system complete and ready to be shipped to Tesla – waiting for Tesla.• Final assembly of turrets will take place in R9, which makes shipping easier.• Tesla submitted risk assessments & staff have been safety inducted• Final payment was in last yrs budget - NOT accounted for in this yrs budget.

Spectrometer Solenoids

16

• Control system in place and commissioned.• Delivery of 1st Solenoid expected mid August.

Magnet Mapping & Movement Sequence

17

• Field mapping to be carried out with beam path clear – no obstructions!!! • Focus Coil mapping in R9 & upstream Spectrometer Solenoid mapping clash

currently. Both need to use the same mapping equipment. Will manage this clash when we have the magnets. May delay the final completion date by 2-3 weeks.